Overview of the Line Manager Dashboard and its capabilities

Introduction

This article provides an overview of the Line Manager Dashboard and its capabilities. You will see how line managers can observe and manage the training activity of their subordinates, change course catalog, or view the data from all course catalogs, manage enrollment requests and reports, filter or search for a training or user, manage user's enrollment/unenrollment, grant or revoke skills, import an external training, and download certificates.

 

Find the Line Manager Dashboard

IMPORTANT   

In order to employ all features of the Line Manager Dashboard, you need to have your organization hierarchy set up with appropriate manager relationships.

The line manager can observe and manage the training activity of their subordinates from the Line Manager Dashboard.

To go to the Line Manager Dashboard, you, as the line manager, follow the steps:

1) Navigate to My Training Dashboard.

2) Select Line Manager Dashboard from the left-menu of My Training Dashboard.

 

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3) You will be directed to the LMS365 Admin Center, LMS365 Line Manager Dashboard.

 

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Here, you can find the list of learners who report to you and those who directly report to your subordinates.

NOTE   

Users with disabled AD accounts are not shown as subordinates on the Line Manager Dashboard.

At the top-bar of the dashboard, you can filter the learners:

  • Direct Reports – Will bring forward a list of users who are managed by and report directly to you as the line manager.
  • Direct Report’s Subordinates – Will bring forward a list of subordinates who are managed by your direct reports.

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Select the course catalog

All data displayed on the LMS365 Line Manager Dashboard is related to the current course catalog.

If you want to change the course catalog or view the data from all course catalogs, from the Course Catalog drop-down list at the top of the page, select the relevant course catalog.

 

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NOTE   

Selecting All Catalogs, you will see an aggregated summary of direct reports across all course catalogs. When All Catalogs is selected, some actions of the Line Manager Dashboard might be disabled. 

 

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Understand whether users on the page have access to the course catalog

Sometimes, users listed on LMS365 Line Manager Dashboard page have been enrolled in a specific course or training plan in the course catalog but have not been added to the course catalog itself. In this case, this user will only have access to the course or training plan they are enrolled in, not the course catalog page or other courses and training plans in the course catalog. 

To mark, whether this is the case for a user, these users will have an icon next to their name icon.png on the LMS365 Line Manager Dashboard page.

 

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Filter data on LMS365 Line Manager Dashboard page

Filter data by columns

You can filter the LMS365 Line Manager Dashboard data by its columns, and then download the result to your device by selecting the Export button. 

The data on the LMS365 Line Manager Dashboard is displayed in the columns: Name, In Progress, Not Started, Completed, Overdue, Expired Certificates, CEUs.

 

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NOTE   

Users with disabled Active Directory accounts are not shown as subordinates on the LMS365 Line Manager Dashboard.

 

The columns on the LMS365 Line Manager Dashboard contain the following data:

 

NOTE   

LMS365 Line Manager Dashboard columns:

  • Include data on courses only, training plans are not counted here. To get an overview of the learner's progress an all courses and training plans, select a learner and the View Learner's Progress option. For the detailed information on how to understand the learner's progress on the LMS365 Line Manager Dashboard navigate to this article.
  • Don't include data on unpublished not completed courses, they are are not counted here.

 

  • Name – Displays the names of the learners that are direct reports or direct reports' subordinates.
  • In Progress – Displays the number of the published courses that learners are currently enrolled in and have started (have the In Progress status in this course) but have not yet completed the course. 
  • Not Started – Displays the number of published courses that the learners are currently enrolled in but have not started yet (have the Not Stared status in this course). 
  • Completed – Displays the number of courses that the learners have already completed, regardless of if the learner is currently enrolled in this course or not, whether the training is currently published or not. 
  • Overdue – Displays the number of published courses that the learners are currently enrolled in but haven't completed up to the set Due Date. Such courses are counted as Overdue with any completion status: Completed (meaning learner completed the course after the due date), In Progress (meaning learner is still in progress with the course after the due date), or Not Started (learner hasn't started the course neither before nor after the due date). The line manager can use this section as a filter to search users enrolled in courses with Overdue status. 
  • Expired Certificates – Displays the learners' expired certificates out of the total number of the acquired by this learner certificates. If a learner has several expired certificates for one course or training plan, only the latest one is counted here. The line manager can use this section as a filter to see the list of direct reports with expired certificates.
  • CEUs – Displays CEUs earned by learners.

To filter data on the page by the columns:

  • Select the column name to filter the data in alphabetical order (ascending A-Z or descending Z-A) or in numerical order (ascending or descending). 
  • Use the filter icon next to the relevant column to call out a search field. For some columns, there will, additionally, be a selection of predefined options to filter by.

You can filter data on the page by using multiple columns at the same time. For example, you can filter learners that are in course catalog, and then filter them by CEUs

 

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Filtering by training 

The Filter by Training option enables you to retrieve a list of learners that:

  • Are not enrolled in any course or training plan.
  • Are enrolled in a particular course(s) or training plan(s).

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Selecting the Filter by Training option will open the Filter by Course(s) & Training Plan(s) panel. From here, you can apply different filtering options:

  • Filter by No Training

Select Filter by No Training to get the list of users that are currently not enrolled in any course or training plan.

The filtering will be applied to the users listed on the Line Manager Dashboard page and only users that comply with the criteria of the set filter will be listed on the page. You can download the filtered result in an Excel file to your device by selecting Export on the Line Manager Dashboard page.

 

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  • Filter by publishing status, e-Learning, Instructor-Led Training, or training plan.

To filter users, according to the courses and/or training plans they are enrolled in, select the checkbox of the relevant course(s) and/or training plan(s). 

By default, the Courses & Training Plans column contains all courses and training plans of the current course catalog.

 

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You can use the search box to find the relevant course or training plan (search runs by name, category, and tag). 

From the All Training drop-down list, you can narrow down the list of courses and training plans by filtering on publishing status (Published, Unpublished, Scheduled, Ended) and/or e-Learning, Instructor-Led Training, or Training Plan. The default setting is All Training.

Select Filter to apply the filter to the users listed on the Line Manager Dashboard page and only show users that are enrolled in the courses and training plans set in the filter. You can download the filtered result in an Excel file to your device by selecting Export.

  • Filter by Date Range

To filter users, according to the courses and/or training plans they are enrolled in, that are started and not yet ended within a specific date range, select Date Range within the Filter by Course(s) & Training Plan(s) panel.

The Date Range panel will open, and from here, you can select the date range from the calendar. The date on the calendar, which is marked blue, is the present date.

 

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To reset the applied Date Range filter, select the close icon near the Date Range filter.

The filtered result of the courses and training plans depends on the type of course and training plan. 

 

For e-learning courses and training plans the filtered result depends on the start and end dates of the course or training plan and will include courses and training plans that live up to the following criteria:

  • Both the start and end dates of the course or training plan are within the set Date Range.
  • The start date of the course or training plan is within the set Date Range and the course or training plan does not have the end date set.
  • The course or training plan does not have the start date set, but the end date is within the set Date Range
  • The course or training plan does not have the start or end date set.

The filtered result will not include courses and training plans that:

  • Are unpublished.
  • Have a start date earlier than the start date of the Date Range filter and the end date within the set Date Range of the filter.
  • Have a start date within the set Date Range and an end date later than the set Date Range.
  • Have start and end dates outside of the set Date Range.

For Instructor-Led Training, the filtered result depends on the start and end dates of the session(s) in the course. A course will be returned in the results when at least one session in the course has both start and end dates within the set Date Range.

The filtered result will not include courses that:

  • Have sessions with the start date within the set Date Range, but an end date is later than the set Date Range.
  • Have sessions with the end date within the set Date Range, but a start date is earlier than the set Date Range.
  • Have no sessions.

Under the Course & Training Plans tab, from the list of the filtered courses, select the relevant course(s) and select Filter. The learners on the LMS365 Line Manager Dashboard  will be filtered accordingly. All learners that are enrolled in the selected course(s) are listed in the results regardless of the sessions they are enrolled in. This is also the case if the learners are still not enrolled in any session, but only in the course.

You can download the filtered result in an Excel file to your device by selecting Export.

 

Filter by training and skill

From within the Filter by Course(s) & Training Plan(s) panel, you can, additionally, filter by skills to:

  • Find learners that are enrolled in one or more course(s) and/or training plan(s) that grant one or more particular skill(s).
  • Find learners that are enrolled in one or more course(s) and/or training plan(s) that don't grant any skills.

You use the Skills filter within the Filter by Course(s) & Training Plan(s) panel in the following way:

1. From the LMS365 Line Manager Dashboard, select Filter by Training.

2. This will open the Filter by Course(s) & Training Plan(s) panel. From here, select the Skills filter.

 

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3. This will open the Filter by Skills panel. From here, select the relevant skill(s) by:

  • Selecting the relevant skill(s) from the Skills tab. Here, all the skills in the current course catalog will be listed. 
  • Searching in the Search field for the relevant skill(s). The search runs by the name, category, or tag. Then, from the search result, select the relevant skill(s).
  • Selecting the Filter by No Skills option at the bottom of the panel. This will show courses and training plans that won't grant a skill. 
  • To select all skills displayed in the Skills tab, select the Name checkbox.

 

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4. Select Filter on the Filter by Skills page to filter courses and training plans on the Filter by Course(s) & Training Plan(s) panel according to the set skills. 

Select Filter by No Skills to filter courses and training plans that won't grant any skills.

The filtered courses and training plans will be displayed in the Courses & Training Plans column.

The Skills filter icon will now be blue, meaning that the listed courses and training plans are filtered according to a set filter. You can select Skills to go back to the Filter by Skill panel.

5. From the Courses & Training Plans column, select the course(s) and/or training plan(s) to further filter users. To select all the courses and training plans in the column, select the Name checkbox.

6. Select Filter to apply the set filters to the users that are enrolled in the course(s) and/or training plan(s) selected in the filter that grant skills set in the filter.

You can download the filtered result in an Excel file to your device by selecting Export.

 

Users administration

All users that are given access to a course catalog, a course, or a training plan will be listed on the LMS365 Line Manager Dashboard. Selecting the relevant user(s), allows you to perform a series of actions from the opened Direct Reports Administration panel:

  • View Learner's Transcript.
  • View Learner's Progress.
  • Enroll in Course(s) & Training Plan(s).
  • Unenroll from Course(s) & Training Plan(s).
  • Unenroll from all Course(s) & Training Plan(s).
  • Enrollment Requests approval.
  • Download Certificate(s).
  • Import external training records.
  • Grant Skill.
  • Revoke Skill.

NOTE   

Some actions on the Direct Reports Administration panel can be inactive for the following reasons:

  • The action is not allowed for multiple learners.
  • The action requires a single course catalog to be selected.
  • One or more selected learners are outside the selected course catalog.

 

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View Learner's Transcript

The View Learner's Transcript action is available for an individual learner only.

In the View Learner's Transcript section, you can view the information on learner’s courses, certificates, and skills with the possibility to export this information to a PDF file. The learner's transcript PDF file supports multiple languages characters.

To view transcript of a learner, follow the steps:

1) Select the relevant learner on the LMS365 Line Manager Dashboard.

2) From the opened Direct Reports Administration panel, select the View Learner’s Transcript action.

 

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3) This will bring forward the Transcript for the learner panel. Here, select the relevant tab: Courses, Certificates, Skills.

On each tab, you can select Export to PDF to download the learner's transcript to your local device.

 

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On the Courses tab, you find the columns with the following information:

Training Name—The column contains the names of the trainings the learner is enrolled in, unenrolled, as well as the imported trainings names.

  • If learner is enrolled in the training and has more than one attempt to complete the training, you will see the training title listed as many times as many attempts the learner has for this training along with the statuses: Completed (with the completion date in the Completion Date column), In Progress, Not Started. 
  • If learner is unenrolled from the training, only the Completed statuses for this training will be listed in the transcript along with the training title. The In Progress and Not Started statuses for this training are not included in the transcript.

 

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Status—The progress status of the learner's attempt to complete the training: Completed, In Progress, Not Started. You can sort the column according to the status clicking the Status column title.

  • If learner is enrolled in the training and has more than one attempt to complete the training, you will see all the attempts statuses listed in the Status column: Completed (with the completion date in the Completion Date column), In Progress, Not Started
  • If learner is unenrolled from the training, only the Completed statuses for this training will be listed in the transcript. The In Progress and Not Started statuses for this training are not included in the transcript.

Completion Date —The completion date for the completed attempt of the training.

CEUs—The number of CEUs for each training. The received CEUs for the completed training are green. The planned CEUs are marked with an asterisk.

At the page bottom, you find the total CEUs numbers that are Earned (green color)/Planned (marked with an asterisk)/Total CEUs.

You can sort each column by clicking its title.

 

On the Certificates tab, you find the columns with the following information:

Training Name—The list of trainings the learner's certificates are related to.

  • If the learner is enrolled in the training and has several attempts to complete the training, the training name will be listed separately for each attempt along with the certificates statuses associated with this attempt: Valid, Expired, Planned.
  • If learner is unenrolled from the training, only the Valid and Expired certificate statuses for this training will be listed in the transcript. The Planned certificate status for this training is not included in the transcript.

Status—The certificate's status: Valid, Expired, Planned.

Issued Date—The issue date of the certificate.

The Expiry Date—The expiry date of the certificate (if relevant).

You can sort each column by clicking its title.

 

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On the Skills tab, you find the columns with the following information:

Skills—Displays the title of the skill and its level the learner was granted or planned to be granted.

The skill with a certain level can be listed several times in the following cases:

  • If the skill with a certain level is associated with different trainings and/or persons that are listed in the Granted by column.
  • If learner has several attempts to complete the training, where each attempt has its own separate skill status. If the learner is enrolled in the training, all the skill statuses will be listed in the transcript: Valid, Revoked, Planned. If the learner is unenrolled from the training, only the Valid and Revoked skills statuses can be tracked in the transcript.

 

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Granted by—Displays the following information:

  • The name of the person who has manually granted the skill from the Users panel or Line Manager Dashboard without learner being enrolled in a specific training. You can contact this person via email by clicking their name.
  • The training title this skill is related to. If the training link is blue, you can click it and will be redirected to the training home page. If the training link is grey—it is disabled because the training is deleted, ended, or unpublished.

Status—Displays the status of the skill: Valid, Revoked, or Planned.

Achievement Date—The date when the skill was granted.
Revocation Date —The date when the skill was revoked (if applicable).

 

View Learner's Progress

To view the learner's progress on the trainings:

1) Select the relevant learner on the LMS365 Line Manager Dashboard.

2) From the Direct Reports Administration sidebar, select the View Learner’s Progress action.

 

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3) On the opened Progress panel, you have the overview of the course and training plan progress of the selected learner.

 

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From the Progress panel, you can:

  • See full details of a specific learner's progress of all courses and training plans as well as download the learner's progress report. Please see details about this report in this article.
  • Manage learner's certificate.
  • Export report’s progress information to your device in the Excel file by selecting the Download Report button. An excel document will automatically be downloaded to your computer.

NOTE   

To download or delete certificates (if there are any) for the imported external trainings as well as for the existing, or already deleted course:

1) Select the required course/training plan.

2) Select the eye icon. From the opened panel, select the relevant action.

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Enroll in Course(s) and Training Plan(s)

To enroll learner(s) in courses or training plans:

1) Select the relevant learner on the LMS365 Line Manager Dashboard.

2) From the opened Direct Reports Administration panel, select the Enroll in Course(s) & Training Plan(s) action.

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3) On the opened Enroll in Course(s) & Training Plan(s) panel, you find the list of all available courses and training plans in the current course catalog.

 

NOTE   

It is possible to only select one training to enroll learner in.

 

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4) At top of this list, under Learner(s) to Enroll, the selected learner(s) will be listed (by default, the list of selected learners is collapsed). Here, you can uncheck them, if required.

You can filter courses and training plans by specifying Date Range (Start and End dates), using filter by training type (e-Learning, Instructor-Led Training, or Training Plan), publishing status (Published, Unpublished, Ended, or Scheduled), and skill, or using the search field.

5) Select the relevant course or training plan in the Courses & Training Plans column. 

 

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6) Select Enroll to enroll the learner(s) in the selected courses and training plans.

The learner(s) will be added to the learners group of the corresponding course or training plan (the learner(s) will be enrolled in all unlocked courses of a training plan) and will receive a Course/Training Plan Enrollment Confirmation and appointments for courses of the Instructor-Led Training of the Enroll user into all course sessions enrollment type.

If the learner(s) has been enrolled in a course of the Enroll user into a single course session enrollment type, the learner(s) will receive a Course Session Selection Request notification.

 

NOTE   

If training is unpublished or the Show in Course Catalog option is disabled, you will not see these trainings in the list of courses to enroll in.

 

Unenroll from Course(s) and Training Plan(s)

To unenroll learner(s) from selected courses or training plans of the current course catalog, follow the steps:

1) Select the relevant learner on the LMS365 Line Manager Dashboard.

2) From the opened Direct Reports Administration panel, select Unenroll from Course(s) & Training Plan(s).

 

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3) On the opened Unenroll from Course(s) & Training Plan(s) panel, to unenroll the learners, follow the steps:

1. In the Learner(s) to Unenroll section, the selected learners are listed. Expand the Learner(s) to Unenroll section to review and correct the list if required.

2. In the Courses & Training Plans column, you can track a list of trainings where the selected learner(s) are enrolled in. If several learners are selected, only trainings where all of them are enrolled in are displayed in the list. Select the relevant training(s) to unenroll the learners from. To select all trainings in the column, select the Name checkbox.

 

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4) Select the Unenroll button.

Learner(s) will be removed from the learners group of the corresponding courses and training plans, enrollment requests will be cancelled, learners will receive the notifications on cancelled enrollment, and appointments for the Instructor-Led Training will be deleted.

NOTE   

If learners were enrolled in the training via an Active Directory group, it is impossible to unenroll them via this method (a warning message will appear).

To narrow the search for the relevant training, you can additionally filter trainings with available filters.

You can filter trainings by specifying Date Range (Start and End dates period), using filter by training type (e-Learning, the Instructor-Led Training, or Training plan), publishing status (Published, Unpublished, Scheduled, Ended), skills, or using the search field.

 

Unenroll from all Courses and Training Plans

To unenroll learner(s) from all courses and training plans of the current course catalog:

1) Select the relevant learner on the LMS365 Line Manager Dashboard.

2) From the opened Direct Reports Administration panel, select Unenroll from all Courses & Training Plans.

 

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3) In the Confirmation window, select OK to proceed. Select Cancel to cancel the action.

 

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Learner(s) will be removed from the learners group of the corresponding courses and training plans, enrollment requests will be cancelled, learners will receive the notifications on cancelled enrollment, and appointments for the Instructor-Led Training will be deleted.

 

NOTE   

There can be several reasons why the unenrolling process can't be carried out:

  • If the report has already completed the course.
  • If the option Unable to unenroll is enabled.
  • If the report is a member of an Active Directory Group.

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Enrollment Requests approvement

If the line manager has pending enrollment requests, the Enrollment Requests icon with the number of requests will be displayed at the top right corner of LMS365 Line Manager Dashboard.

The line manager can select the Enrollment Requests icon to filter the users with requests. 

 

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To approve/reject enrollment requests:

1) Select the relevant learner in the Name column or the icon with the number, showing the number of requests of this learner.

2) From the opened Direct Reports Administration panel, select Enrollments Requests.

 

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3) On the opened Enrollment Requests panel, select the relevant training(s) to perform the following actions:

  • To approve enrollment requests, select the Approve button
  • In case, you want to reject the enrollment requests, select the Reject button. Enter the reject message and then click the Reject button one more time.

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NOTE   

  • The Session Start Date & Location column will be empty if the request is for the training plan or e-Learning course.
  • The imported trainings will be displayed on the Dashboard and in the reports on the Deleted courses.

 

Download Certificate

To download certificates of the learner(s):

1) Select the relevant learner on the LMS365 Line Manager Dashboard.

2) From the Direct Reports Administration sidebar, select Download Certificate(s) action. In the Notifications center you will see the progress of preparing an archive with the learner(s) certificates.

3) Select the link to download certificates to your device.

 

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Certificates will be downloaded in the .zip file to your device. Certificates will be grouped by learners (folders with learners’ names). Each folder contains learner’s certificates with Valid, Expiring or Expired statuses. All certificates are downloaded in PDF format.

 

Import External Training 

You can import training records both into courses that you already have in the course catalog and new ones. When importing into an existing course, a new enrollment will be created if a learner has completed the course. Otherwise, completion will be added to a current enrollment. Enrollment with the most recent completion date will be visible for learner on course home page. All enrollments are still tracked from dashboard and transcript.

To import an external training record for an individual learner:

1) Select the relevant learner on the LMS365 Line Manager Dashboard.

2) From the opened Direct Reports Administration panel, select the Import action.

 

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3) On the Import External Training panel, fill in the fields:

  • The Course field is required. In the Course field, you can select an existing in the course catalog course from the drop-down list or enter the title of a new course.

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  • The Course Type filed. If you enter the title of a non-existing course in the Course field, you have to set the course type (e-Learning, Instructor-Led Training) in the Course Type field. If you enter the title of the existing course, the Course Type field will be inactive.

 

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  • The Categories field is not required. If you enter the title of a non-existing course in the Course field, the Categories field will be active, and you may select the category to the course from the drop-down list of the existing categories or create a new one. If you entered the title of the existing course in the Course filed, the Categories field will be inactive.

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  • The Completion Date field is required. Select the calendar icon to call out the calendar. In the calendar, select the date of the course completion. The present date is marked blue. 

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  • The CEUs field is not required. Here, you may specify the number of CEUs granted to the learner.

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4) Select the Next button to procced to the next page of the form.

If a required field is not filled in, you will not be able to proceed and have to complete the field.

5) If you need to upload or generate a certificate for this learner on this course, select from the following options:

  • Under Upload Certificate, you can upload a certificate from your local device in the following formats: JPEG, BMP, GIF, PNG, and PDF.
  • You can select the certificate template to generate the certificate in the drop-down menu under or generate it from Certificate Template.

In the Expiry Date field, select the calendar icon to call out the calendar. In the calendar, select the date of the certificate expiration. The present date is marked blue. 

 

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6) Select Save to complete the process of external training data import.

The imported trainings data will be displayed on My Training Dashboard, on the LMS365 Line Manager Dashboard and the Users panel via View Learner's Transcript and View Learner's Progress, and in the reports grouped by the Deleted courses.

The imported trainings records will not be displayed in the course catalog and on the Training Management panel in the LMS365 Admin Center.
If a certificate is imported for an existing course, where the learner is enrolled in (with the Enrolled or Cancelled statuses) and the enrollment date is less than certificate issued date, the learner will not see this certificate on My Training Dashboard.

 

Grant Skill

IMPORTANT   

The skill(s) granted via Grant Skill will not be associated with a specific course or training plan. Users can track these skills from My Training Dashboard.

To grant skill to the learner(s), follow the steps:

1) From the LMS365 Line Manager Dashboard, select the relevant user(s). To select all the users in the list, select the Name checkbox.

2) From the Direct Reports Administration panel, select Grant Skill.

 

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3) On the opened Grant Skill sidebar, fill in the fields:

  • In the Skills field, left-click to call the drop-down list of all the existing skills in the present course catalog and select the relevant skills. 

NOTE   

You can select multiple skills. However, you can't select the same skill with different scale levels.

 

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  • In the Revocation Date field, left-click to select the date from the calendar to schedule the skill revocation date. This field is optional.

 

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4) To see the selected learners, click Learners to Grant Skill.

The list of the selected learners will open. Here, by clicking the cross icon, you can delete learners that are not relevant any more to the selected skills granting. 

To close the list, click Learners to Grant Skill.

 

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5) When all the necessary changes are introduced, select Grant to grant skills to the selected learner(s).

 

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Revoke Skill

To revoke skill from the learner(s), follow the steps:

1) From the LMS365 Line Manager Dashboard, select the relevant user(s). To select all the learners in the list, select the Name checkbox.

2) From the Direct Reports Administration panel, select Revoke Skill.

 

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3) From the Revoke Skill panel, select the skills you want to revoke. To select all the skills in the list, select the Name checkbox.

 

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4) To see the selected learners, select Learners to Revoke Skill.

The list of the selected learners will open. Here, by clicking the cross icon, you can delete learners that are not relevant any more to the selected skills revocation. 

To close the list, click Learners to Revoke Skill.

 

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5) Select the Revoke button to revoke the selected skills from the selected learners.

After revocation, the selected skills acquire the Revoked status. 

 

Export data from LMS365 Line Manager Dashboard page

You can download the data from the LMS365 Line Manager Dashboard page page by using the export function. Selecting Export, you will download the data in your current view. This means, that if you have applied filters to the page, you will only download the data that has been returned as a result of the filtering.

The exported data will be downloaded in an Excel file to your device.

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